"Exam Coordinator"

Job Details

Position Title: Exam Coordinator

Unit/Division: Academic Affairs

Location: WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week: 37.5 hours

FLSA Status: Exempt

Job Description Summary: The Exam Coordinator serves as the liaison between the Testing Center, WVSOM faculty, staff, and the Office of Preclerkship Education. This position is primarily responsible for producing and administering examinations for Osteopathic and MSBS students in collaboration with course directors and faculty instructors. Additionally, this position manages exam reviews, post-exam adjustments, and gradebook maintenance for the DO program. The Exam Coordinator reports to the Testing Center Program Director.

This is a full-time non-classified position with full state benefits and is exempt from FLSA provisions regarding overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule. The current expected schedule is 7:30 am – 4:00 pm with flexibility to come in earlier on exam days in order to meet the needs of the department and institution. This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM. WVSOM offers an excellent benefit package. Salary range commensurate with education, experience and percentage of time.

Applications are considered confidential. The search committee will begin its review of applications upon receipt. West Virginia School of Osteopathic Medicine is an equal opportunity employer.

Minimum Education: Bachelor's

Skills Required: Bachelor’s Degree and 2+ years of office management, database, and computer software experience. Higher education experience and knowledge of institutional and licensure policies and procedures relevant to testing preferred. A combination of recent and relevant education and experience may also be considered for this position.

Knowledge, Skills and Abilities

• Prompt and dependable, with excellent time management skills, commitment to set and meet deadlines, and acceptance of responsibility.
• Strong attention to detail and ability to develop and follow specific checklists and SOPs.
• Excellent organizational skills and ability to multitask.
• Confidentiality required to maintain accuracy and integrity of student testing records.
• Ability to remain calm and respond effectively in high stress, high stakes situations.
• Strong interpersonal and communication skills with the ability to present a positive professional attitude in any communication capacity.
• Strong proofreading skills and expertise to correct known errors in sentence structure, grammar, spelling and punctuation.
• Experience with ExamSoft and CANVAS, or other testing and LMS Systems is preferred. Must have the ability to quickly learn new software programs to enable the entering and retrieving of information in a timely manner with complete accuracy.
• Experience with Microsoft Word, Outlook, and Excel, including basic data management functions such as sorting, merging and conditional formatting.
• Self-starter with the ability to balance a variety of tasks and challenges including software issues.
• Competence and experience to make decisions and recommendations involving non-routine situations using established protocols, guidelines and policies.
• Ability to interact with students in a reassuring manner during stressful situations.
• Flexible, capable of quick problem solving, ability to accomplish duties with little-to-no instruction.

Duties and Responsibilities:

Prepare and administer highly confidential computer-based examinations for WVSOM students

• Utilize the academic calendar to create timelines for exam preparation.
• Collaborate with course directors, faculty, and the Item Review Subcommittee to compile exams and prepare them for review, maintaining detailed checklists and SOPs for these processes.
• Review assessments in-depth and coordinate any necessary edits or tagging with faculty and/or staff.
• Finalize examinations for student testing and send student instructions for each exam.
• Ensure that ADA accommodations are provided for each exam as required.
• Coordinate proctoring support for exams including serving as chief proctor for DO program exams.
• Provide technical support and troubleshooting before, during and after exam.
• Complete post-exam procedures including running item analysis and posting for faculty review, making score adjustments, releasing student scores, and uploading final scores into the gradebook of record.
• Coordinate and proctor secure exam reviews.
• Adapt testing procedures and checklists, as required, (for example, written vs practical assessments).
• Interact calmly and professionally with students when there is an exam/testing issue, and coordinate solutions with IT, the course director and Office of Preclerkship Education.
• Coordinate and administer makeup exams in collaboration with the Office of Preclerkship Education.
• Collaborate effectively with the Testing Center Program Manager, who oversees and provides backup support for this position.

Additional Responsibilities

• Prepare and maintain the gradebook of record for OMS1 and 2 courses.
• Train proctors to administer exams.
• Provide support for faculty/staff on using the testing software.
• Assist with ONB exam (COMSAE, COMAT) proctoring as needed.
• Download data for institutional dashboards and other repositories.
• Manage access to the Testing Hall ensuring that it is locked down as necessary for exams.
• Participate in training and professional development sessions to enhance job performance.
• Adhere to all policies and procedures related to testing or student data including but not limited to DO-05 and FERPA.
• Assist with purchasing and oversight of testing center materials and software contracts as needed.
• Other duties as assigned or directed.

Special Instructions: WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources.